THR91 003 - hservers.org

THR91_003Initial Technical Configuration and

Hiring Manager Activities

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PARTICIPANT HANDBOOKINSTRUCTOR-LED TRAINING

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Course Version: 72

Course Duration: 80 Minutes

e-book Duration: 2 Hours 30 Minutes

Material Number:

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Contents

vii Course Overview

1 Unit 1: Initial Technical Configuration and Hiring Manager Activities

2 Lesson: Initial Technical Configuration and Hiring Manager Activities

9 Exercise 1: Activate Features for SAP SuccessFactors

Onboarding in Provisioning

25 Exercise 2: Create Web Service Logins for Onboarding - Part 1

39 Exercise 3: Create Web Service Logins for Onboarding - Part 2

45 Exercise 4: Test the Onboarding Process

51 Exercise 5: Complete Hiring Manager Activities

55 Exercise 6: Complete New Hire Paperwork in SAP

SuccessFactors Onboarding

© Copyright. All rights reserved. v

vi © Copyright. All rights reserved.

Course Overview

TARGET AUDIENCE

This course is intended for the following audiences:

● Application Consultant

© Copyright. All rights reserved. vii

viii © Copyright. All rights reserved.

UNIT 1 Initial Technical Configurationand Hiring Manager Activities

Lesson 1

Initial Technical Configuration and Hiring Manager Activities 2

Exercise 1: Activate Features for SAP SuccessFactors Onboarding in Provisioning 9

Exercise 2: Create Web Service Logins for Onboarding - Part 1 25

Exercise 3: Create Web Service Logins for Onboarding - Part 2 39

Exercise 4: Test the Onboarding Process 45

Exercise 5: Complete Hiring Manager Activities 51

Exercise 6: Complete New Hire Paperwork in SAP SuccessFactors Onboarding 55

UNIT OBJECTIVES

● Summarize the actions a consultant must take to perform an initial technical configuration

in Super Admin and Onboarding Administration

● Explain how to access self-service account options

● Identify the hiring manager activities

● Activate features for SAP SuccessFactors Onboarding in Super Admin

● Create web service logins

● Test the onboarding process

● Complete hiring manager activities

● Demonstrate how the new hire completes paperwork

© Copyright. All rights reserved. 1

Unit 1

Lesson 1

Initial Technical Configuration and Hiring

Manager Activities

LESSON OBJECTIVES

After completing this lesson, you will be able to:










Initial Technical Configuration

Figure 1: Request New Account Provisioning (Super Admin)

2 © Copyright. All rights reserved.

Figure 2: Request SFTP for New Accounts

Consult the Guide for the data you should enter in your JIRA ticket.

Partners should make the request through Cloud Ops and supply required information found

in the Guide.

Figure 3: Set Up Account and Perform Initial Configuration

This is only available to internal engineers. Accounts for Internal and Partner consultants are

created through this process.

Figure 4: Configure At Home/On-Site Options

Figure 5: Activate Features

Lesson: Initial Technical Configuration and Hiring Manager Activities


Figure 6: Enable/Disable I-9 and Withholding

Figure 7: Create Web Service Login(s)

Figure 8: Activate E-Verify in QA Mode

Figure 9: Add Account Admin Users

This will allow you to create a user directly in the onboarding application, without having to

sync them from the SAP SuccessFactors HCM environment.

Unit 1: Initial Technical Configuration and Hiring Manager Activities


Figure 10: Enable Onboarding Application - Web Services

Figure 11: Default Password for Corporate Users

Self-Service Account Options

Figure 12: Self-Service Account Options



Hiring Manager Activities

Figure 13: Welcome Message

Figure 14: Recommended Links

Extra links can be added with the Recommend Links.

Figure 15: Schedule Meetings

These recommended meetings are only meant to serve as a "jumping off point". The

information can always be edited to suit the meeting the manager has in mind.

If no meetings types have been configured the manager UI will only contain the generic Add

Another Meeting button.



Figure 16: Assign a Buddy

Figure 17: Assign a Buddy (continued)

Figure 18: Recommend People

Figure 19: Checklist



Figure 20: Furnish Equipment



Unit 1

Exercise 1

Activate Features for SAP SuccessFactors


Note:

In this exercise, you will work in Provisioning and Admin Center to confirm that

you have all of the required access and settings to perform the required

configurations for SAP SuccessFactors Onboarding.

1. Click SFEDU005418 .

2. Click At Home/On-Site Options .

3. Click Both (Manager will choose at PHV step) .

4. Click Update .

5. Click Features .

6. Click SF_BizX_Connection .

7. Enter SFEDU005418 in the box.

8. Click the button to open a dropdown list.

9. Select the entry

by

clicking it.

10. Enter admin in the box.

11. Click Activate .

12. Click SF_Notifications .

13. Click Cancel .

14. Click Foundation Import .



16. Select the entry by clicking it.

17. Enter sftp4.successfactors.com:22 in the box.

18. Enter /ONB/inbound in the box.

19. Enter training in the box.

20. Clear the field.

21. Click Test Connection .

22. Click Test File Put Permission .


24. Click .

25. Click E-Verify Options .



28. Click Update .

29.



Unit 1

Solution 1

Activate Features for SAP SuccessFactors


Note:

In this exercise, you will work in Provisioning and Admin Center to confirm that

you have all of the required access and settings to perform the required

configurations for SAP SuccessFactors Onboarding.


a)

Figure 21: XpressHR Administrator - ONBSALES - Mozilla Firefox

2. Click At Home/On-Site Options .


a)


3. Click Both (Manager will choose at PHV step) .

a)


4. Click Update .

a)




5. Click Features .

a)


6. Click SF_BizX_Connection .

a)


7. Enter SFEDU005418 in the box.

a)





a)


9. Select the entry

by

clicking it.

a)


10. Enter admin in the box.



a)



a)


12. Click SF_Notifications .

a)




13. Click Cancel .

a)


14. Click Foundation Import .

a)





a)



a)


17. Enter sftp4.successfactors.com:22 in the box.

a)


18. Enter /ONB/inbound in the box.



a)


19. Enter training in the box.

a)



a)




21. Click Test Connection .

a)


22. Click Test File Put Permission .

a)





a)


24. Click .

a)


25. Click E-Verify Options .

a)





a)



a)


28. Click Update .



a)


29. a)








Unit 1

Exercise 2

Create Web Service Logins for Onboarding -

Part 1

Note:

The Onboarding instance is connected to SAP SuccessFactors HCM by

configuring web services. This allows for the exchange of new hire data from SAP

SuccessFactors HCM to SAP SuccessFactors Onboarding instance. In this

exercise, you will create the Web Service Login in Super Admin. Then in

Provisioning, you will complete the section "Enable Onboarding Application" with

the values created in Super Admin.


Note:


configuring web services. This allows for the exchange of new hire data from

SAP SuccessFactors HCM to SAP SuccessFactors Onboarding instance. In

this exercise, you will create the Web Service Login in Super Admin. Then in

Provisioning, you will complete the section "Enable Onboarding Application"

with the values created in Super Admin.

2. Click Service Logins .

3. Click Add Service Login .

4. Enter SFEDU005418_ws in the box.

5. Enter SFEDU005418$ws is password in the box.

6. Enter in the box.

7. Drop on .

8. Clear the field.

9. Clear the field.

10. Click Create .

11. Click here .


12. Click Login .

13. Click Close find bar .

14. Click ONB INT3 Test Instance .

15. Click Company Settings .

16. Enter enable o in the Find in page box.


18. Click .

19. Click .




23. Click .


25. Click .

26. Click Save Feature .

27. Enter SFEDU005418 in the Enter companyId box.

28. Click Confirm .

29.

Note:

You have successfully created the Web Service Login in Super Admin and

completed the section "Enable Onboarding Application" in Provisioning.



Unit 1

Solution 2


Part 1

Note:


configuring web services. This allows for the exchange of new hire data from SAP

SuccessFactors HCM to SAP SuccessFactors Onboarding instance. In this

exercise, you will create the Web Service Login in Super Admin. Then in

Provisioning, you will complete the section "Enable Onboarding Application" with

the values created in Super Admin.


Note:


configuring web services. This allows for the exchange of new hire data from

SAP SuccessFactors HCM to SAP SuccessFactors Onboarding instance. In

this exercise, you will create the Web Service Login in Super Admin. Then in

Provisioning, you will complete the section "Enable Onboarding Application"

with the values created in Super Admin.

a)


2. Click Service Logins .


a)


3. Click Add Service Login .

a)



a)


5. Enter SFEDU005418$ws is password in the box.



a)


6. Enter in the box.

a)


7. Drop on .

8. Clear the field.

a)




9. Clear the field.

a)


10. Click Create .

a)


11. Click here .

a)




12. Click Login .

a)

Figure 60: SuccessFactors V4 Provisioning Login - Mozilla Firefox


a) Figure 61: SuccessFactors V4 Provisioning Homepage - Mozilla Firefox

14. Click ONB INT3 Test Instance .

a)

Figure 62: SuccessFactors V4 Provisioning Homepage - Mozilla Firefox

15. Click Company Settings .



a)


16. Enter enable o in the Find in page box.

a)



a)




18. Click .

a)


19. Click .

a)



a)





a)



a)


23. Click .



a)



a)


25. Click .

a)




26. Click Save Feature .

a)


27. Enter SFEDU005418 in the Enter companyId box.

a)


28. Click Confirm .



a)


29.

Note:

You have successfully created the Web Service Login in Super Admin and

completed the section "Enable Onboarding Application" in Provisioning.

a)






Unit 1

Exercise 3


Part 2

Note:

In this exercise, you will continue the necessary steps to create the Web Service

Login in Super Admin.

1. Click

.

2. Click .

3. Click .

4. Click Manage Permission Roles .

5. Click System Admin .

6. Click Permission... .

7. Click .

8. Click Manage On/

Offboarding .

9. Click Done .

Note:

You have now successfully completed this exercise.


Unit 1

Solution 3


Part 2

Note:

In this exercise, you will continue the necessary steps to create the Web Service

Login in Super Admin.

1. Click

.

a) Figure 78: SuccessFactors Log in - Mozilla Firefox

2. Click .

a) Figure 79: SuccessFactors: Admin Center - Mozilla Firefox

3. Click .

a)

Figure 80: SuccessFactors: Admin Center - Mozilla Firefox

4. Click Manage Permission Roles .


a)


5. Click System Admin .

a)


6. Click Permission... .



a)


7. Click .

a)


8. Click Manage On/

Offboarding .



a)


9. Click Done .

Note:

You have now successfully completed this exercise.

a)






Unit 1

Exercise 4

Test the Onboarding Process

Business Scenario

Normally, new hires are transferred to Onboarding from the company’s Applicant Tracking

System (ATS), such as SAP SuccessFactors Recruiting Management (RCM). However, a

Corporate Representative, such as the Hiring Manager, can manually begin the PHV Step by

clicking the Process tab in Onboarding Administration. In this exercise we will include the

steps you’ll complete in order to test your configuration changes in Onboarding: first a

“Corporate Representative” completes the Post Hire Verification step (PHV), then the new

hire completes the New Employee Step (NES), then both complete the Orientation Step (OS).

Rather than completing all steps in Onboarding at this time,

Resources

For this exercise please refer to:

● SAP SuccessFactors Onboarding Implementation Guide: What are Process Steps?

1. Use Process to manually add a new hire: PHV Step.

2. Assume the role of the new hire, to complete the New Employee Step.

In your future tests you will complete the following steps to test your configuration

changes.

3. Assume the role of the new hire and the corporate rep to complete the Orientation Step.


Unit 1

Solution 4

Test the Onboarding Process

Business Scenario

Normally, new hires are transferred to Onboarding from the company’s Applicant Tracking

System (ATS), such as SAP SuccessFactors Recruiting Management (RCM). However, a

Corporate Representative, such as the Hiring Manager, can manually begin the PHV Step by

clicking the Process tab in Onboarding Administration. In this exercise we will include the

steps you’ll complete in order to test your configuration changes in Onboarding: first a

“Corporate Representative” completes the Post Hire Verification step (PHV), then the new

hire completes the New Employee Step (NES), then both complete the Orientation Step (OS).

Rather than completing all steps in Onboarding at this time,

Resources


● SAP SuccessFactors Onboarding Implementation Guide: What are Process Steps?

1. Use Process to manually add a new hire: PHV Step.

a) Log in to SAP SuccessFactors HCM Instance.

Note:

If you do not reside in the United States, the compliance forms that you will

be presented with probably won’t mean much to you. But it will be good to

get familiar with them in case you implement for a customer with a U.S.

location.

b) Use Proxy Now to switch to Carla Grant, a “corporate representative” and hiring

manager.

c) Open Onboarding and click the Process tab.

d) Click Start.

e) Complete the information required in the PHV Step for the new hire. Use today’s date

and your own email address.

f) For other panels, enter data of your choosing.

g) On the Review and Approvepanels, click Next and Finish. Please note that certain

panels will look like they are appearing 2x but they are actually redundant panels and

will be explained later on the topic of panels.

h) You will be returned to the Home page. Notice Carla Grant’s Work Queue: The new hire

is now on the New Employee StepActivity.


i) The first time you go through the Onboarding Process, follow the next few steps below

and stop when you get to Step.2

j) When your intent is to quickly test adding a new hire through all three Steps, you will

continue past Step.2.

k) Log out of SAP SuccessFactors HCM and then log in again.

l) Proxy as Carla Grant and return to Onboarding. Notice that there is a new option for

the hiring manager: New Hire Activities. We will complete this in the next exercise.

m) The new employee receives an email with the Username and Set Password Herelink to

reset the password.

Note:

If the Set Password Herelink does not work, an admin can reset the

password. We’ll do that in a subsequent exercise.

2. Assume the role of the new hire, to complete the New Employee Step.

In your future tests you will complete the following steps to test your configuration

changes.

a) Assume the role of the new hire, to complete the NES.

b) From the Work Queue, select the icon to open the step (or click anywhere on that line).

c) Work through the NES as the new hire. Enter the information shown below when

prompted. For other questions enter data of your choosing.

● Make note of the User Name: (This is the same Username that was provided in the

email to the new employee.)

● Password: Password

● Security Answer: Mom

● Enter a 9-digit Social Security Numberin this format: 111-11-1111. Check the box I

have verified that this is my correct SSN and that my name is as it appears on my

Social Security Card.

● Select that you are a U.S. citizen.

● List A: United States Passport

● Continue completing the panels, such as the new hire’s address, emergency

contact, and W-4 (tax withholding) options.

● Do not select Direct Deposit.

● Acknowledge that you agree to the Policy and Procedures(though none are listed

yet).

d) Review the data you entered.

e) Sign Forms. Remember the new hire’s password is Password.

f) Review each form, then Click to Sign.



g) Click Submit All Documents.

h) Return to the Home page.

3. Assume the role of the new hire and the corporate rep to complete the Orientation Step.

a) Now you will assume the role of the new hire and the corporate rep to complete the

OS. Notice that both must be present to complete this step. The corporate rep will

verify the information on the documents provided by the new hire.

b) From the Work Queue, select the icon to open this step, as before.

c) Assume that all information is correct.

d) Passport #: enter any number to fill the box.

e) Expiration Date: enter a date one year in the future.

f) Issuing Authority: U.S. State Department.

g) On the Electronic Signature Step, use the same password that you used to log in to

Onboarding Admin.

Note:

There is a limitation that the password for the Orientation signature step

does not sync with the user password thru SSO. Customers will need to set

up a default password that will be used for signing the documents at the

Orientation step by the Corporate Representative.

h) For this exercise, you will change the password for Carla Grant. Navigate to Home → Security → Users.

i) Select Carla Grant and click Reset Password.

j) Change Carla’s password to demo101.

k) Return to Home and select the Orientation step for the new employee again.

l) Sign all documents.

m) Submit all documents. For the E-Verify Document Upload, select Scan and Upload

Later.

n) Click Finish.







Unit 1

Exercise 5

Complete Hiring Manager Activities

Hiring managers can complete their new hire activities via their iPad or web, including a

welcome message, assign a new hire buddy, set up meetings, equipment provisioning, and

more. In this exercise you will log in as a hiring manager and complete the hiring manager

activities that are set up by default.

In a later exercise, you will configure the hiring manager activities to meet the customer’s

needs.

Exercise Resources


● SAP SuccessFactors Onboarding Implementation Guide: Hiring Manager Activities

● ACME Configuration Workbook

1. You have already added a new hire using Process. Log in to the SAP SuccessFactors HCM

instance as the hiring manager to set up the activities for this new hire.

That’s it! The hiring manager has completed the New Hire Activities for the first new hire.


Unit 1

Solution 5

Complete Hiring Manager Activities

Hiring managers can complete their new hire activities via their iPad or web, including a

welcome message, assign a new hire buddy, set up meetings, equipment provisioning, and

more. In this exercise you will log in as a hiring manager and complete the hiring manager

activities that are set up by default.

In a later exercise, you will configure the hiring manager activities to meet the customer’s

needs.

Exercise Resources



● ACME Configuration Workbook

1. You have already added a new hire using Process. Log in to the SAP SuccessFactors HCM

instance as the hiring manager to set up the activities for this new hire.

a) In the Guide, read the section “Hiring Manager Activities.”

b) Proxy or log in as Carla Grant, the hiring manager who added the new hire manually.

c) The manager can access New Hire Activities from the To Do list on their Home page or

they can open Onboarding and click on New Hire Activities.

d) Click on Send a Welcome Messageand enter the following text into the “Postcard” edit

box.

We want you to feel at home here as quickly as possible. Do nothesitate to reach out to me or your New Hire Buddy at any time.

I look forward to our first meeting together.

e) Notice that a checkmark appears next to Send a Welcome Message.

f) Click on Recommend Links.

g) Click on Add Links.

h) Enter information for a website, such as the following:

Link Label: Company Website

URL: www.sap.com

Become familiar with our office website.

i) Click on Schedule Meetings.

j) Click Add Meeting.

k) Enter the following Meeting Details and click Save.


What: Day 1 Lunch

Where: Meet at my office

Starts: enter a date and time

Ends: enter a date and time

Agenda: Discuss how it is working so far

l) Click Save.

m) Click on Assign a Buddy.

n) Search for Amanda.

o) Select Amanda Kohne.

p) Enter a message for the new hire as shown below.

Amanda will be a great resource.

q) Click Notify to generate an email for the Buddy (Amanda). You do not need to send the

email.

r) Click Recommend People.

s) Add Bonnie Mays.

t) Enter this message for the new hire:

Bonnie will help you get started.

u) Click Checklist.

v) Click Create your own checklist item.

w) Add the item: Set up an activity for the team to greet the new hire.

That’s it! The hiring manager has completed the New Hire Activities for the first new hire.





Unit 1

Exercise 6

Complete New Hire Paperwork in SAP


In the previous exercises you logged in as a hiring manager and manually added a new hire,

then set up the New Hire Activities for the new employee. In this exercise you will log in to SAP

SuccessFactors HCM as the new hire and complete the required paperwork.

Exercise Resources



1. When a new hire is added to the system, they receive an e-mail. If you are not able to click

the link to set the new hire’s password, in our Sales demo environment the admin user can

reset their password manually. But that may not be true in a Production environment.

Note:

Perform Step.1 only if you are not able to click the link to set the new hire’s

password. If you are able to reset the password directly proceed to Step.2

2. Complete the new hire paperwork.


Unit 1

Solution 6

Complete New Hire Paperwork in SAP


In the previous exercises you logged in as a hiring manager and manually added a new hire,

then set up the New Hire Activities for the new employee. In this exercise you will log in to SAP

SuccessFactors HCM as the new hire and complete the required paperwork.

Exercise Resources



1. When a new hire is added to the system, they receive an e-mail. If you are not able to click

the link to set the new hire’s password, in our Sales demo environment the admin user can

reset their password manually. But that may not be true in a Production environment.

Note:

Perform Step.1 only if you are not able to click the link to set the new hire’s

password. If you are able to reset the password directly proceed to Step.2

a) To change the new hire password as an admin, log in to SAP SuccessFactors HCM

instance as the admin.

b) From Admin Center click Reset User Passwords.

c) Search for the new hire by Username. Use the Username from the new hire’s email.

d) Select the new hire, and enter demo102 for the password.

e) Click Reset User Password.

f) Log out as the admin user.

2. Complete the new hire paperwork.

a) Log in as the new hire. For the User Name use the Username provided in the new hire’s

email.

b) Follow the prompts for the new hire.

c) Change the new hire’s Password to demo101

d) Select a Security Questionand enter the related answer.

e) Upload a profile photo.

f) Scroll down on the Home page and view the information provided for the new hire.


g) Complete the new hire paperwork.. Click the Get Started button in the Paperwork tile

with the following information

Password: Password

Security Answer: Mom

Enter a 9-digit Social Security Numberin this format: 111-11-1111. Check the box “I have

verified that this is my correct SSN and that my name is as it appears on my Social

Security Card.”

Select that you are a U.S. citizen.

List A: United States Passport

Continue completing the panels, such as the new hire’s address, emergency contact,

and W- 4 (tax withholding) options.

Do not select Direct Deposit.

Acknowledge that you agree to the Policy and Procedures(though none are listed yet).

h) Review the data you entered.

i) Sign Forms. Remember the new hire’s new password for Onboarding is Password.

j) Review each form, then Click to Sign.

k) Click Submit All Documents.

l) You will be returned to the login page. The password for SAP SuccessFactors HCM is

still demo101.



LESSON SUMMARY

You should now be able to:










